Pitch Evening Checklist

A pitch evening needs more than a list of speakers and a projector. You need a clear programme, fixed pitch order, prepared judges, checked presentations and enough time for catering and room setup. Start by securing the venue and defining the pitch categories, then move through registrations, selection and technical checks. This checklist covers the practical details that are easy to leave until the last week, including dietary requirements, backup presentations, signage and tableware.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Finalize the program
2 people
Define pitch categories
2 people
Create a registration form
Draft invitations
2 people
Send invitations
Approach pitch candidates
2 people
Process registrations
Collect dietary requirements
Finalize pitch selection
3 people
Record the pitching order
2 people
Confirm speakers
Invite the judges
Set up jury criteria
2 people
Prepare score sheets
Send presentation guidelines
Collect presentations
Check presentations
2 people
Make backup copies of presentations
Book catering
Check the shopping list
2 people
Prepare name badges
2 people
Print program booklets
Make route signs
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Set up presentations
2 people
Open venue
2 people
Check rooms
2 people
Set up tables
4 people
Set up chairs
4 people
Set up the stage area
3 people
Connect presentation system
2 people
Test microphones
2 people
Test presentations
2 people
Set up lighting
2 people
Set up registration desk
2 people
Lay out name badges
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Set out snacks
3 people
Set up judges' table
2 people
Volunteer briefing
4 people

Event

Welcome speakers
2 people
Register guests
3 people
Serve welcome drinks
3 people
Handle the opening
Facilitate pitch rounds
2 people
Keep track of pitch time
Manage microphones
Hand out judging forms
Moderate the Q&A
2 people
Refill drinks
2 people
Serve snacks
3 people
Serve dinner buffet
4 people
Collect tableware
2 people
Process the jury results
3 people
Announce the winner
Host the networking drinks reception
3 people
See off the last guests
2 people

Aftercare

Switch off equipment
2 people
Store leftovers safely
2 people
Dismantle tables and chairs
4 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Remove decorations
2 people
Return borrowed items
2 people
Archive presentations
Send thank-you message
Send prize to winner

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Rectangular tablesqty 10
Chairsqty 70
High tablesqty 4
Speaker table
Judges' table
Clothes racksqty 2

Tableware

Dinner platesqty 80
Dessert platesqty 80
Water glassesqty 90
Wine glassesqty 80
Coffee cupsqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving boardsqty 8

Kitchen

Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Small bowlsqty 12
Soup ladlesqty 4
Aluminum serving traysqty 8

Equipment

Laptop
Projector
Projection screen
Active speakersqty 2
Wireless microphonesqty 2
Microphone standsqty 2
Presentation clicker
HDMI cablesqty 3
HDMI adaptersqty 3
Power stripsqty 6
Extension cordsqty 6
Cable traysqty 8
Digital timersqty 2

Lighting

LED work lightsqty 4
Mood lightsqty 8

Decorations

Tableclothsqty 12
Flower arrangementsqty 6
Welcome sign
Directional signsqty 6
Notice boardsqty 2
Bollardsqty 4
Ribbonsqty 2

Registration

Name badgesqty 80
Badge holdersqty 80
Registration clipboardsqty 4
Ballpoint pensqty 30
Program bookletsqty 80
Score sheetsqty 20
Ballot boxesqty 2
Ballot slipsqty 100
Pen holdersqty 4

Cleaning

Broomqty 2
Floor squeegee
Bucketsqty 2
Reusable cleaning clothsqty 12
Waste binsqty 6
Glovesqty 12

Catering

Groceries

Tips

Set the pitch order at least 7 days before the event and confirm every speaker’s arrival time, speaking slot and presentation format. A last-minute swap can affect the programme booklet and judging sheets.
Send presentation guidelines with a firm collection deadline, then check every file on the actual laptop and projector. Keep a backup copy of each presentation in a second location before guests arrive.
Invite judges early enough to confirm the panel and prepare one score sheet per pitch, plus a few spare copies. Share the judging criteria before the evening so scores are comparable.
Collect dietary requirements when processing registrations and give the final numbers to catering no later than 5 days before the event. Check that plates, glasses, cutlery and serving equipment match the menu.
Plan room setup as a separate job: allow at least 90 minutes for tables, chairs, the speaker and jury tables, signage, microphones and projector testing. Keep route signs visible from the entrance and test the clicker before doors open.

Frequently asked questions

How far in advance should I plan a pitch evening?: Start venue and programme planning 6 to 8 weeks ahead. Aim to finish pitch selection, judge confirmations and the pitch order at least 7 days before the event.
When should I collect presentations for a pitch evening?: Set the submission deadline 3 to 5 days before the event, then check every presentation on the event laptop and projector. Make backup copies before the day itself.
How much time do I need to set up a pitch evening?: Allow at least 90 minutes for the room setup and technical test. If catering, signage and several presentation formats are involved, schedule 2 hours instead.
When should I confirm catering and dietary requirements?: Collect dietary requirements during registration and send the final guest count to catering 5 days before the event. Recheck the number after registrations close and before shopping or delivery.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.